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2.b.

Brentwood City Commission Agenda

Meeting Date:	04/10/2023
Approval to Purchase a 2022 Ford F-350 XL Pickup Truck from Ourisman Ford
Submitted by:	Brian Goss, Fire & Rescue
Department:	Fire & Rescue

Information

Subject

Approval to Purchase a 2022 Ford F-350 XL Pickup Truck from Ourisman Ford

Background

At the August 8, 2022, City Commission meeting, the Fire & Rescue Department was authorized to purchase a Ford F-350 4X4 pickup truck off of the Tennessee statewide contract in the amount of $54,480.00. At that time Ford was not accepting orders, but the paperwork was submitted to Murfreesboro Ford to be filed when the order window was opened. Upon following up on our order this week, we learned that this never happened. Between the narrow ordering window, manufacturing delays, limited allocation, and an admitted oversight by the dealership, our order did not get placed, and therefore we are not in the queue. This means that they will be unable to fulfill the order this fiscal year.

Once staff learned of this, we conducted a nationwide search in an attempt to source an available pickup truck that met our specifications. After identifying eight possible candidates from five states, we contacted those dealerships only to be told that seven of the trucks we had found had been sold and/or were already allocated. One pickup truck, a new 2022 F-350 4X4 located at Ourisman Ford in Manassas, Virginia was still available due to an order cancelation. The dealer agreed to hold the vehicle via a small refundable deposit, but would not guarantee the hold beyond the next week. The cost of this truck is slightly more than that previously approved since it contains additional options not specified in our original order. This places the cost at $57,311.69 or $2,831.69 more than originally presented.

Given the extremely limited availability of these vehicles, extended manufacture timeframes, anticipated price increases, and uncertainty of when ordering windows may open, the Fire & Rescue Department is requesting a waiver of competitive bidding in order for us to acquire this vehicle immediately.

Please contact the Fire Chief with any questions you may have.

Staff Recommendation

Staff recommends approval to purchase a 2022 Ford F-350 XL Pickup Truck from Ourisman Ford in Manassas, Virginia.

Previous Commission Action

August 8, 2022 Agenda Item #6910.

Fiscal Impact

Amount :	$57,311.69
Source of Funds:	Equipment Replacement Fund
Account Number:	310-42200-89520

Fiscal Impact:

As no funds were ever expended for the original order, funds remain available in the Equipment Replacement Fund as originally allocated in the FY 2023 budget.

Attachments
Buyer's Order
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